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Reproduction of all archival records

Researchers are encouraged to use records on site as the University Archives does not recommend copying documents for preservation reasons. Researchers may request copies of records held in the University Archives; reproduction charges apply and must be paid for by researchers. Any copying is subject to approval by the University Archivist; factors which may affect such approval include the prevention of damage to records, the purpose of the request, ensuring compliance with copyright law and access restrictions, and the availability of resources.

Researchers who require copies must complete the Application for Reproduction of Archival Records form which includes a copyright declaration for the purpose of ensuring that the Researcher’s copy is used only in a manner consistent with the approval; this approval does not constitute approval to make another copy of the copy supplied by the University to the researcher.

Use of copies for private research and study purposes only

Where the Researcher applies for a copy to be used solely for the purpose of private research and study, the University Archives may approve the application for reproduction.

Use of copies for other purposes

Where the Researcher applies for a copy to be used for purposes other than private research and study, such as publication or communication, the University and the Researcher share responsibility in ensuring that the use of copies issued by the University Archives does not infringe any copyright in the original records or copies, whether published or unpublished.

Records which are not protected by copyright may be copied without further consideration of copyright implications.

Where the University owns copyright in the record to be reproduced, the University Archives may grant a non-exclusive licence to the Researcher authorising them to use the copy of the copyright protected record solely in the stated manner; the granting of the licence ensures that the University retains such copyright as it may have in the original records and copies.

Where the University Archivist believes that the copyright in the record to be reproduced may be vested in another, the University Archives cannot authorise the proposed use and therefore cannot authorise copying for that purpose unless it is satisfied that the Researcher has obtained the copyright owner’s permission to publish or communicate the document.

For further information on copyright at UNSW please visit